SMART ENERGY SYSTEMS, INC - FOURTH AMENDMENT (#2024086)

12 THE CITY OF CITY COUNCIL AGENDA REPORT PLEASANTON June 20, 2023 Operations Services TITLE: APPROVE FIVE-YEAR AGREEMENT WITH SMART ENERGY SYSTEMS, INC., FOR A TOTAL NOT TO EXCEED AMOUNT OF $561,143 FOR THE CITY'S CUSTOMER SERVICE WEB PORTAL FOR UTILITY BILLING SUMMARY In 2016, the City installed new water meters and automated its meter reading capabilities. This project enhanced operational efficiencies in meter reading, customer service, billing, and overall water resource management including through a Customer Service Web Portal by Smart Energy Systems, Inc., DBA Smart Energy Water Systems SEW), which empowers the City's water customers to manage their water usage and pay their bills online. The proposed five-year agreement includes an upgrade to the latest version of the software and offers additional features to enhance the customer experience. The added features will give customers the tools to understand usage and be more efficient with their time. Staff recommends the City enter into a multi-year software agreement with SEW for software maintenance services for the period of July 1, 2023, through June 30, 2028, for a not to exceed total of $561,143, inclusive of a 15 percent contingency. RECOMMENDATION Approve and authorize the City Manager to execute the Software Agreement with Smart Energy Systems, Inc., in the amount of $561,143 inclusive of a 15 percent contingency, covering a period of five years (July 1, 2023, through June 30, 2028). FINANCIAL STATEMENT The total cost of the software agreement is $561 ,143, inclusive of a 15 percent contingency for a five-year term. Fees are due at the start of each fiscal year, and funding is/will be budgeted each fiscal year in the Business Services (420-42040603- 433155 and 420-42040603-430107) and Environmental Services (420-42040501- 430107) Divisions' accounts. Page of Docusign Envelope ID: 8554268A-3B16-47CD-A583-5329ACD47579